DDA/ OP/DD/E/DIVISION III POSITION AW015

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89-01127R000500150002-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 28
• Document Creation Date: December 23, 2016
• Document Release Date: January 16, 2014
• Sequence Number: 2
• Publication Date: August 25, 1988
• Content Type: REPORT

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Ile N D A L
DDA/OP/DD/E/Division III
Position AW015
The position is weak in the following reasons:
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25 August 1988
-- Contacts are limited to senior secretaries
in the Directorates who call to request status of
applicant cases.
-- The correspondence initiated by secretary is
usually based on "canned" letters which' are
in the WANG.
-- Limited supervisory responsibility (direct supervision
for summer only - 3 months of year; indirect supervision
for RAC secretaries)
Secretary no longer has responsibility for arranging
and coordinating the Placement Director conferences as
outlined in the PD.
-- Secretary has limited independent projects/research duties.
-- Secretary has limited responsibility for manager's
calendar.
CONFID AL
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25X1
BE 073 - OP/Compensation Divisior
This position has few of the traditional secretarial
duties. PD describes duties such as calendar, dictation,
systems administration, equipment control and a variety of
outside contacts with NSA and various banking institutions.
However, none of these activities are currently required of
this position.
Secretary types cables and banking forms but does not have the
opportunity to draft correspondence or reports on her own.
Has no supervisory duties.
Does not participate in staff meetings.
Does not task other office personnel.
Has no travel-related or fiscal responsibilities
No contacts with personnel outside the Agency or even outside
her own office except for equipment repair and building service
personnel.
While the position requires a dedicated person who is attentive
to detail, it does not have the responsibility and scope of an
IS-03 position. It will be difficult to enrich this position
until basic secretarial duties are in place.
CONFIDENTIAL
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IIP ?
BE 048 - OP/Central Travel Services/Accounting & Disbursing
Branch
Position involves routine "clerical" duties but few of the
traditional "secretarial" duties': Duties found during the
audit interview with manager and secretary did not encompass
the scope of responsibility, generally found in IS-03 positions.
Approximately 50% of incumbent's time is spent logging and
tracking accountings--a very important task but not an IS-03
duty.
Considering the structure of the office, the critical need
for the functions currently being performed by the secretary,
and the fact that the second secretarial position is vacant
about 50% of the time, it will be difficult to enhance this
position.
There are no travel related responsibilities; no
supervisory duties; secretary does not handle manager's
calendar, no opportunity to draft correspondence or prepare
reports independently, no tasking of other office personnel.
Manager suggested enrichments involving research and while
these would be good activities they would not be substantial
enough to enrich the position to an IS-03.
CONFIDENTIAL
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#HP-275 OS/Admin
FY-88 Requested as IS-03, found IS-02 .
Does not know how many people on the Admin Staff.
Limited outside contacts.
Does not attend staff meetings
Backup systems administrator
Does not initiate correspondence or reports
Does not handle travel arrangements
Has not prepared office procedures handbook
Does not handle SICI material
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#GR-045 OS/Policy & Support Staff
FY-88 Requested as IS-03, found IS-02 .
Both secretary and manager positions vacant, therefore audit could not be
conducted at this time. Position will remain at the IS-02 level until such
time as both positions are filled.
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WU-071 OS/Clearance Division
FY-88 Requested at IS-03, found IS-02.
Does not have supervisory responsibilities
Does not attend staff meetings
Does not handle travel arrangements
Limited outside contacts
Has not
prepared office procedures handbook
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25 August 1988
DDA/OLPRECD/Field'Engineering Branch
Position AT095
The position duties do not equate to the IS-03 level. The weak areas are
as follows:
The position description is not accurate because the contract
duties are now performed by the part-time secretary rather
than incumbent of AT095.
Incumbent does not supervise the pert-time secretary.
At time of audit incumbent had only been in job for
six months and part-time secretary was training her.
Manager said at some point in future he might..
allow incumbent to informally supervise the part-timer's
workload but would not permit incumbent to have any input
into part-timer's PAR.
Secretary does not have responsibility for manager's calendar.
She does not provide general guidance or advice to callers on
administrative questions. Secretary has limited contacts. She
refers callers and individuals to appropriate officers.
Incumbent estimated that 90% of her job is straight typing.
Secretary does not schedule meetings.
There are no research or report duties. (Manager indicated
there is a payment profile report for contracts which he may
have secretary work on in the future.)
-- Incumbent indicated that she likes typing and answering the
telephone. She is not anxious to take on additional projects.
She also said she is uncomfortable learning the contract duties
from the part-time employee.
C ONFIDEN-TIAL
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#EV-059 OC/ASCA/Support
FY-88 Requested as IS-03, found IS-02
No supervisory responsibilities
Limited outside contacts
Does not maintain manager's calendar
Backup systems administrator
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25X1
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HH-979 MS/Personnel, found at IS-02
New incumbent, not interviewed.
Duties discussed were those of an IS-02. Position lacks following duties
normally found at the IS-03 level:
Limited contacts outside immediate Office/Directorate
Does not make travel arrangements
Does not attend staff meetings
Does not task officers
Does not have systems administration duties
Does not arrange conferences, off-site meetings
Does not write periodic statistical/activity reports
Does not function as SCI control officer
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HH -970 S/Secretary to DC, found at IS-02
Discrepancies between PD and audit interview.
70% of duties are those of an IS-02. Typing accounts for 50% of duties which
manager stated was filler work, otherwise there wouldn't be enough work for
her; an additional 20% of time is spent working with databases.
Does not have supervisory responsibilities although has verbal input to other
secretaries PAIRs.
Contacts limited to DDI.
Does not act as systems administrator.
Does not handle travel arrangements.
Does not draft routine, admin correspondence.
Does not task officers.
Does not write periodic statistical or activity reports
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V
STAT
found at IS-02
Duties are limited to IS-02 responsibilities with backup duties primarily.
Is backup to senior secretary in support of 2 officers
Assists senior secretary in drafting cables
Is backup systems administrator
Assists senior secretaries in supporting visitors
In addition to above backup responsibilities, secretary does not have
following typical IS-03 duties:
Handle all phases of travel arrangements
Draft routine, admin correspondence
Contacts outside organization are limited.
Does not supervise other secretaries, clerks, etc.
Does not arrange conferences, off-site meetings, etc.
Does not write periodic statistical or activity reports.
Does not attend staff meetings, take minutes, etc.
Does not task action items.
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DZ-077 Strategic Defense Center/Defensive Systems Division, found at IS-02
A difficult interview, secretary was not familiar with her Position
Description and would not focus on questions concerning her duties but kept
dwelling on secretarial issues unrelated to her position.
Secretary is suppose to handle manager's calendar; however, she had not
-advised manager that PSD officer had appointment with him.
Does not have supervisory responsibilities.
Does not function as systems administrator.
Does not draft routine, admin correspondence.
Does not task officers.
Does not arrange conferences, off-site meetings, etc.
Does not act as SCI control officer.
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HH-3l4 SNA/IED found at IS-02
Just because this is Division level position and relationship to Branches does
not make it an IS-03, only the duties and responsibilities make the position
an IS-03.
Large amount of time spent typing Branches PAPs.
Limited contacts outside the Directorate.
Does not arrange conferences or off-site meetings regularly and/or frequently.
Does not handle full range of travel activities.
Does not act as systems administrator.
Does not act as SCI control officer.
Does not task officers.
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HH-438 SCVA/Air Ops, found at IS-02
Duties are primarily those of an IS-02 position.
Does not have supervisory responsibility.
Does not act as systems administrator
Does not handle full range of travel activities.
Does not task officers.
Does not arrange conferences or off-site meetings regularly.
Why does secretary maintain LAMM database when another Branch is responsible
for it?
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HH -024 ?EA/Exec Staff, found at IS-02
Not functioning at the IS-03 level. At time of audit, staff had ideas for
enriching the position however none had been implemented at that time.
Does not have supervisory responsibilities.
Outside contacts limited.
Does not function as systems administrator
Does not handle travel arrangements.
Does not task officers.
Does not prepare periodic statistical/activity reports.
Does not arrange conferences, off-site meetings, etc.
Does not act as SCI control officer.
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0 CONFIDENTIAL ilp
25X1
15 August 1988
The duties outlined in the position description are not substantial
enough to justify classifying the position at the IS-03 level. For example,
the secretary does not initiate correspondence on a recurring basis, seldom
attends meetings and does not have tasking responsibilities. The focus of her
duties is to facilitate the flow of paperwork in and out of the branch.
CONFIDENTIAL
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ql, CONFIDENTIAL 0
25X1
15 August 1988
This position was designated at the IS-02 level in FY-87. The position
description was rewritten but only a few duties were added which were not
substantial enough to merit an IS-03 designation. The job is weak in the
following areas:
-- Research and independent projects
-- Initiation of correspondence
-- Level of contacts
CONFIDENTIAL
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411 CONFIDENTIAL qlp
25X1
15 August 1988
The duties listed in the position description are primarily IS-02
duties. The position is weak in the following areas:
-- Outside contacts are limited
-- Does not initiate admin correspondence
or prepare periodic reports
-- No travel responsibilities
-- Does not have tasking authority
-- does not research material for
report preparation
-- Does not have supervise other
secretaries, clerks or summer
employees
C ONFIDENTIAL
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UUNrlDnNTIRL ilp
15 August 1988
Evaluation and Plans Staff
Ops Group
Position BK043
There is a problem with the incumbent of this position. The manager said
the position is not functioning at the IS-03 level because the incumbent is
incapable of performing 03 level duties. The problem areas are as follows:
-- Secretary does not maintain manager's
calendar. Manager claims he keeps his
own calendar. Incumbent said she does
it occasionally.
-- Secretary does not initiate correspondence
-- Secretary is not able to develop charts and
graphs on Delta Data
-- Manager would like secretary to read through
25X1 and assure him that preparation is
correct and in accordance with requirements, and
be able to proofread for typos and syntax.
Incumbent is unable to do this.
CONFIDENTIAL
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CONFIDENTIAL ip
25X1
15 August 1988
Information Management Staff
The position duties are representative of IS-02 level work. The contacts
are limited to Department of State and military service secretaries. The
secretary does not screen or disseminate cable traffic. Cables are the only
correspondence that the secretary initiates. The cables are routine in subject
and format.
CONFIDENTIAL
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Op CONFIDENTIAL 4,
25X1
15 August 1988
Information Management Staff
The duties are weak and do not support an IS-03 designation. The
secretary does not have enough independent responsibility. She does not
initiate correspondence, does not conduct research or prepare graphics or
briefing material. Secretary's contacts are limited to branch
employees, IMS/Training and IMS/Pers.
CONFIDENTIAL
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lip CONFIDENTIAL 410
25X1
15 August 1988
Policy and Coordination Staff
The position does not have substantial IS-03 duties. The weak areas are
listed below:
-- Secretary does not have full authority
for the manager's calendar
-- Secretary logs the CIOPS from the military
but does not assign deadlines, track or
monitor suspense items.
-- Secretary's day is primarily spent sorting mail,
typing, hand carrying items for coordination
-- Manager indicated secretary handles all TDY
preparations for branch personnel but
secretary said she has only done it once
-- Secretary does not have supervisory
responsibility for the part-time
employee
CONFIDENTIAL
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